Presidents and Treasurers Facebook Page For Help

Current Presidents and Treasurers are invited to join our exclusive Facebook blog. Send an email to Jenifer Morgan at LocalUnits@dccpta.org and she will send you an invite to join the page. Local Unit Presidents and Treasurers in Duval County are encouraged to ask questions and provide answers to your peers regarding the wide ranging issues. For more information check out the Duval County PTA Officer Blog.

DCCPTA Presidents & Treasurers Training Scheduled

All in coming DCCPTA unit presidents & treasurers are required to attend one of the following training meetings:

PTA Treasurer Q & A

Can PTAs donate money to individuals or groups?Review This Document For more information and examples.

Returning Membership Cards

I need to clarify some confusion about membership cards. You do NOT need to mail back any unused cards. Email data.rep@floridapta.org and tell them how many you sold and have paid for and how many cards you are destroying. Also, Florida PTA doesn’t pay you back for membership cards, even if you accidentally pay the wrong amount, so be careful when sending payments to them. Jenifer Morgan July 5, 2016.

Accepting Credit/Debit Cards for Payment

If your board approves the use of credit or debit cards for payment (such as membership, donations or fundraising items) consider these items when establishing your unit’s policy:

• Research & understand the risk and potential liability verses benefits (compliance with Payment Card Industry Data Security Standards)
• Keep enough documentation, for example, signatures of cardholders, for each transaction to ensure that disputed charges do not become a problem.
• Store any physical documents containing credit card data in a locked drawer, locked file cabinet, or locked office which the PTA solely controls (shred when no longer needed)
• Do not transmit cardholder’s credit card data by email, mail or fax
• Do not store credit card data, PIN or CVV2/CVC2/CID numbers for customers, paper nor electronically in an unsecured area
• Ensure that the person taking the credit card information and/or processing the transaction is properly trained in best practices
• When a refund is necessary, the refund must be credited only to the same account from which the purchase/donation was made

This information and more is in the Florida PTA Kit of Materials To get the kit YOU MUST REGISTER YOUR OFFICERS EACH YEAR TO RECEIVE THE KIT OF MATERIALS AND MEMBERSHIP CARDS.

Important Local PTA Unit Treasurer Information

The security and accountability of PTA funds is the responsibility of the Treasurer. Be sure your Local Unit is following these basic guidelines:

You need 2 signatures on ALL checks.

Usually there are 3 PTA Board Members who may sign the checks – Treasurer, President, and a VP or other officer.

Write checks for a specific purpose. The expense must be within your approved budget.

Reimbursement Form – it should be filled out by the person needing reimbursement. All receipts should be attached to this form. If the person has lost his receipt(s) – he needs to write a letter stating that the receipt(s) was lost. Normally the PTA President and Treasurer sign their approval of the reimbursement on this form.

Never pre-sign a check – sign checks at the time they are needed and after they have been approved.

Never write a check for cash. All transactions must be by check so there is a paper trail that can be audited.

The person being reimbursed should not be a signer on that check.

The retiring treasurer should file the appropriate 990 form with the IRS as soon as the audit has been completed.

PTA as an Outside Group

The Duval County School Board considers each Local Unit of PTA an “Outside Group” that is organized to provide support for school activities. All outside groups are required by the School Board to submit the following financial reports to your school Bookkeeper:

PTA/PTSA Monthly Treasurer’s Report – including all Revenue information and Disbursement Transactions for each month – signed by the Treasurer. This Report is intended to be a reconciliation of your books.

Annual PTA Unit Audit Form

This reporting is required to maintain each local unit’s 501 (c) (3) status. A signed copy must be submitted to the school bookkeeper with a copy of the June bank statement. A copy of the audit must be sent toaudit@floridapta.org and treasurer@dccpta.org by September 30 . A copy of the 990 filing must be sent to 990@floridapta.org and treasurer@dccpta.org as soon as possible, but no later than November 15.

Required IRS Tax Filing

Don’t wait until the November 15 deadline, filing takes less than 15 minutes. EVERY UNIT, EVERY YEAR IS REQUIRED TO FILE A TAX RETURN.

If gross receipts are less than $50,000, then you file a 990-N; (takes only 10-15 minutes to complete!)

$50,000 to $200,000 file Form 990EZ and Schedule A and G.

Over $200,000 file Form 990.

Forward a copy to tax@floridapta.org and treasurer@dccpta.org

Instructions for PTA Units Filing IRS Form 990N e-Postcard

For complete instructions and steps for local PTA units using the Form 990-N Electronic Filing System (e-Postcard) go to Procedures for Florida PTA Compliance New Procedure 2016 . Click Here for more IRS information needed to file e-postcard. Click Here to link to the IRS 990-N Electronic Form. Once you have filed and your status shows “Accepted,” click on the submission ID for your filing. That will bring up a Confirmation page that you need to print out for your records. You then need to write your PTA’s full name and Duval County on the page. This confirmation page is what you scan and email to 990@floridapta.org and treasurer@dccpta.org.

Is your group looking for ideas to support your PTA or youth organization? Enjoy some yummy samples and learn about youth services. We’re expecting 30 Fundraising and Program vendors at our annual Vendors’ Fair May 16, 9:00 am – 11:30 am at University Center At UNF prior to the Presidents’ and Principals’ Luncheon. EVERYONE is Welcome, the event is FREE, and NO Registration is required! See you there!

Checkout our flyer for complete details — and be sure to pass the flyer on to everyone you know who’s involved in programs for kids. Here is file you can post on your PTA’s Facebook page or your school website: